Facilities Admin & Front Desk Coordinator

VIVO Defence; Devon and Torbay; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

Hybrid work model

Disability Confident Leader

Job summary

VIVO Defence Services in Plymouth is seeking an organised administrator to join a five-person site team at The Royal Citadel. You will handle reception, coordinate meetings, manage site access and keep records accurate.

The role includes processing reports, maintaining filing systems, ordering supplies, and supporting H&S information. Some experience with Maximo or CAFM systems is a distinct advantage; BPSS clearance is required, SC clearance advantageous; hybrid/flexible working discussed.

Qualifications

• Strong administration and organisational skills.
• Excellent written and verbal communication.
• Good working knowledge of Microsoft Office, especially Excel.
• Experience using Maximo or CAFM systems is advantageous.

Responsibilities

• Book appointments, gate access and meeting rooms, and welcome visitors.
• Provide receptionist and administrative support to the site management team.
• Prepare agendas, minutes, action logs and reports; maintain filing systems.
• Manage office supplies, PPE and update H&S information and noticeboards.
• Coordinate post and support site security requirements.
• Support wider team and assist with other departments as needed.
• Assist with documentation related to PPM and reactive tasks.

Skills

Administration

Communication

MS Office

Excel

Tools

Maximo CAFM

Job description

VIVO Defence Services in Plymouth is seeking an organised administrator to join a five-person site team at The Royal Citadel. You will handle reception, coordinate meetings, manage site access and keep records accurate.

The role includes processing reports, maintaining filing systems, ordering supplies, and supporting H&S information. Some experience with Maximo or CAFM systems is a distinct advantage; BPSS clearance is required, SC clearance advantageous; hybrid/flexible working discussed.